Whatever type of permit you're dealing with—building permits, parking permits, permits held in conjunction with a business license or others—reviewing, approving and issuing them is an arduous task. Incomplete forms, missing documentation and errors in manual data entry are common complications, and the fact that multiple people across multiple departments are involved creates additional bottlenecks and confusion.

Laserfiche streamlines the permitting process. With workflow automation, the right people see the right documents at the right time, speeding and simplifying review, payment and approval cycles and seamlessly integrating records management functionality with no extra effort required.

The Laserfiche Advantage

  • Comprehensive capture. Capture, process and file information from a wide variety of media (paper, e-forms, electronic documents, etc.) and applications.
  • Intelligent search. Instantly locate permit-related documents using multiple search options.
  • Routing and notification. Automatically send resumes to hiring managers and alert them to new tasks with automatic e-mails.
  • Remote access. Gain anytime, anywhere access to content stored in the repository with Laserfiche Web Access, a Web browser-based thin client.
  • Transparent records management (TRM). Configure multiple views of the repository so that general users can see through the cumbersome records management layout to a folder structure organized more logically for their needs.
Laserfiche Permitting Process

Step 1: Permit Application Submitted

• Citizen submits electronic permit application over the Web.

• Application automatically sent to Laserfiche and application folder automatically created.

• Template fields automatically populated.

• Automatic e-mail notification sent to initial reviewer.

Step 2: Permits Department Initial Review

• If form satisfies initial screening, reviewer selects the “approved” field in Laserfiche, and Workflow automatically notifies the finance department.

• If form contains missing information, reviewer indicates what is missing using drop-down menus in Laserfiche, and the system automatically e-mails the citizen with instructions for how to submit additional data or documentation.

Step 3: Finance Department Collects Payment

• Finance department receives automatic notification that payment must be collected. The notification contains a link to the document in Laserfiche.

• Forms generated with the accounting application are automatically sent to the appropriate place in Laserfiche.

Step 4: Records Manager Implements Retention Cycle

• The Laserfiche integration with the accounting application automatically sends the financial documents to a Records Management folder in Laserfiche.

• Shortcuts to these documents are automatically placed in the application packet for ease of use.

• Template fields automatically populated.

• Automatic e-mail notification sent to initial reviewer.

Step 5: Inspector Reviews Permit

• Laserfiche automatically e-mails inspector a link to the application packet.

• Inspector reviews application materials in Laserfiche.

• Web Access enables inspectors to use mobile devices to approve or deny the permit on-site.

Step 6: Final Reviewer Gives Approval

• Laserfiche automatically notifies final reviewer that the application is ready for final approval.

• When the application is approved, Workflow automatically e-mails the citizen his approved application.

• Workflow routes the approved application packet to the appropriate Records Management folder, where retention policies are automatically applied.